Managing Incomplete Intakes
Some clients need reminders or help completing their intake.
Identifying Incomplete Intakes
Check for:
- Intake Requested status — Sent but not completed
- Low clarity score — Submitted but missing info
- Missing documents — Files not uploaded
Why Intakes Go Incomplete
Common reasons:
- Client is busy/distracted
- Form is too long
- Technical issues
- Unclear what's needed
- Waiting on information
Follow-Up Strategy
Day 3: Gentle Reminder
"Hi [Name], just a reminder about the intake form. Let me know if you have questions!"
Day 7: Value Reminder
"Want to make sure we have everything to start strong. The intake form takes ~10 min: [link]"
Day 14: Direct Call
If still incomplete, call to:
- Offer to complete together
- Identify what's blocking them
- Simplify if needed
Handling Low Clarity Scores
If submitted but score is low:
- Review the AI-flagged gaps
- Send specific follow-up questions
- Offer a quick call to fill in details
Client Action Required
Mark submissions needing client input:
- Open the submission
- Note what's missing
- Reach out directly
- Update status when resolved
Preventing Incomplete Intakes
- Shorten forms — Remove non-essential questions
- Clear instructions — Explain what's needed
- Set expectations — "This takes 10 minutes"
- Offer help — "Happy to hop on a call to complete together"
Pro Tip: A 5-minute call often resolves more than multiple reminder emails.